Working ad hoc may seem flexible, but it undermines your productivity. Discover how a smart system like GTD or Smart Working can help you regain control of your day.
Why Ad Hoc Working Undermines Your Productivity
Quickly picking something up in between tasks. Answering a question immediately. Just replying to that one email “right now”. It sounds decisive, but what if all those ad hoc actions together mean you never truly finish anything?
Ad hoc working can feel necessary. You want to respond quickly, be helpful, be available. But often, it’s just a reflex. A stimulus comes in – an email, a colleague, a message – and you react. Without pausing to consider what’s actually important at that moment. And that’s exactly what undermines your effectiveness.
What Is Ad Hoc Working and Why Is It Problematic?
Ad hoc literally means: for this specific case. In practice, it means reacting immediately to what’s happening now, without a plan. Sounds efficient, but if that becomes your default way of working, you’re mostly firefighting. It’s a trap. Here’s why:
- Your brain constantly switches between tasks, costing you time and focus.
- You work reactively, not proactively. Your day is dictated by others.
- You lose oversight. What was your most important task today again?
- You feel busy at the end of the day, but not fulfilled.
There’s Value Between Impulse and Action
Between the impulse (I see an email) and the action (I reply to it) lies a moment of choice. And that moment is golden. By pausing briefly, you can:
- Consciously decide whether to act now or later
- Consider whether it’s actually important
- Plan better when to tackle it
This is the essence of smart working: not doing less, but doing it more consciously. And that works better with a system that helps you organise and prioritise.
How to Avoid Ad Hoc Working
You don’t need to change your entire personality. A few smart habits can already prevent a lot of impulse-reaction behaviour. Consider:
1. Don’t be available for interruptions. Collect first, decide later
Minimise distractions. Turn off notifications and messages, agree with colleagues about when to interrupt and when not. Prevent emails from arriving automatically. This way, there are fewer impulses to manage.
2. Make conscious choices
Schedule fixed times to review your inbox or task list. Ask yourself:
- Do I need to do something with this?
- When is the best time?
- Is this for me or someone else?
3. Group your actions
By bundling similar tasks (e.g. calls, reading tasks, discussion points with Hilde), you work more efficiently. You switch less and stay in the same focus mode longer. Your brain loves rhythm. Grouping tasks keeps you in the same thinking mode, which is much more efficient.
4. Plan according to your rhythm
Use your energy wisely. Schedule focus work in the morning when you’re sharp. Save routine tasks for later in the day. This way, you work not only more efficiently, but also more effectively.
A Practical Example
Imagine you receive an email with a question you can’t answer immediately. Instead of replying right away or letting it sit, you add it to your “Discuss with Hilde” list. During your regular meeting, you go through the list. No more scattered communication, but structured conversations. How great is that?
Avoid Reflex Thinking: Work With a System
Without a system, the chaos of the day dictates your agenda. Your inbox, your colleagues, your phone – they all pull at your attention. But with a system – like GTD or Smart Working – you’re in control:
- You collect everything that requires your attention
- You decide what needs to happen
- You organise it logically
- You regularly reflect on your planning
- You execute what fits best at that moment
And no, you don’t need a perfect system. Start small. For example, make a list today of tasks you often handle ad hoc. Then think about when you could plan them more smartly.
Conclusion: Ad Hoc Is Not a Strategy
Ad hoc working may seem flexible, but it’s often just unstructured. It makes your day busy, but not productive. By pausing between impulse and action – and organising smartly – you gain calm, clarity, and results.
What Can You Do Now?
Grab a notebook or open your task app and make three lists:
- Things you need to discuss with colleagues
- Calls you still need to make
- Reading tasks or documents you need to review
Schedule one moment today to tackle one of those lists. That’s your first step from ad hoc to intentional.
